Purchasing Clerk Senior/Intermediate

Michigan Medicine; Ann Arbor (MI); Hybrid; USD 38,000 - 52,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Michigan Medicine seeks a Purchasing Clerk to coordinate all department purchasing, support facilities and office operations, and assist with events. The role requires strong organization, attention to detail, and excellent communication to interact with faculty, staff, and external partners.

Hybrid work arrangements are available, and the position reports to the Chief Department Administrator. Prior experience in university procurement is preferred.

Qualifications

• High school degree with bookkeeping or business administration coursework.
• Excellent communication, organization and attention to detail.
• Experience coordinating purchasing within a university or large organization.
• Ability to work independently and in teams with multiple offices.

Responsibilities

• Coordinate all purchasing functions; serve as primary contact for department purchases.
• Review and submit orders using M-Marketsite, P-Card, and requisitions.
• Maintain inventory for lab, kitchen, copy room, and lab printers.
• Resolve issues with orders, deliveries, and supplier communications.
• Process reimbursements, deposits, and reconcile P-card charges.
• Support facilities, asset management, and department events.

Skills

Excellent communication

Organizational skills

Attention to detail

Outlook proficiency

Google Workspace

Problem solving

Purchasing knowledge

Education

Bachelor's degree in business administration

Tools

M-Marketsite

eProcurement systems

Emburse

Job description

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Who We Are

The Department of Cell & Developmental Biology has a prestigious 170+ year history at the University of Michigan Medical School. Our faculty, students, and trainees pursue discovery-driven research in the disciplines of cell biology, developmental biology, genetics, neuroscience, organogenesis, stem cell biology, and tissue repair and regeneration.

Our department is also known for its vibrant community. We host annual social events, including a department picnic and a research retreat fostering connections among faculty, staff, and students. In addition, our engaged administrative team works closely together.

Job Summary

The Department of Cell & Developmental Biology is seeking a Purchasing Clerk to join our administrative team. This is an exciting entry level position that requires the ability to prioritize multiple job responsibilities with professionalism. The primary responsibility of this position is to coordinate all purchasing functions within the department. In addition, this role provides support for facilities, finance, general office operations and events.

Candidates for this position must excel in the following key skills: organization, attention to detail, problem-solving, comfort working in a transaction-based role, consistent communication, effective follow-through, and excellent customer service. The selected candidate must work well individually and with a team.

The selected candidate will work in a fast-paced environment, working with faculty and staff from across the department, university, and external stakeholders. This position reports directly to the Chief Department Administrator (CDA).

Responsibilities*

Procurement

• Serve as the primary contact for all purchasing activity and purchasing related communications in the department.
• Review and submit orders requests for the Department of Cell & Developmental Biology using M-Marketsite, Requisition/Purchase Order, and P-Card, as appropriate in compliance with university purchasing guidelines. Assist with sole-source justifications and obtain approvals as necessary for orders.
• Effectively identify essential inventory to keep on hand and maintain inventory for the lab supply closet, kitchen, copy room, and department copiers and printers.
• Proactively research purchasing issues, including follow-up on orders not yet delivered, rescheduled deliveries, cancelled orders, lost orders, and other issues.
• Initiate Unfunded Agreements and Material Transfer Agreements as requested by faculty. Follow agreements through the entire process until they are fully executed.
• Run reports and send monthly email reminders about orders not yet marked as received.
• Maintain the list of those able to request orders in the department, and submit requests for system access, as appropriate, to the Chief Department Administrator.
• Schedule, attend, and provide updates at the quarterly Lab liaison meetings.

Finance

• Prepare and submit expenses for reimbursement, reconcile P-card charges, and follow up on any discrepancies.
• Complete deposits for the department.
• Serve as the Shared Services Statement of Activity (SOA) Reconciliation primary contact for the department.
• Complete document imaging of purchase confirmations.

Facilities & Asset Management

• Partner with the Chief Department Administrator to submit and track work-order requests for repair and construction projects in the department.
• Monitor the inventory of capital equipment assets list and coordinate the biennial survey conducted by the university. Renew service contracts and maintain list.
• Submit Property Disposition tickets for equipment disposal.

General Front Office Support & Events

• Serve as a front office contact and share responsibilities such as answering phones, accepting packages, greeting visitors, opening and closing the office, scheduling conference rooms, and distributing mail.
• Assist with departmental events, such as the annual department picnic and retreat, faculty recruitment activities, and the seminar series.
• Other duties as assigned.

Required Qualifications*

• High school degree, or equivalent, supplemented by some course work in bookkeeping, accounting, or business administration.
• Exceptional work ethic and attendance, flexibility, positive attitude, and excellent oral and written communication skills are essential for success.
• Exceptional organizational, accuracy, attention to detail, and follow-up skills.
• Demonstrated computer skills, with experience using Outlook and Google Workspace, and the willingness to learn new software are necessary.
• Ability to take direction from several different people and coordinate with multiple offices around the university.
• Ability to work independently effectively and work collaboratively in teams.
• Demonstrated ability to work effectively with various stakeholders different from a wide variety of backgrounds.
• 4 or more years of experience.
• 2 or more years of experience.

Desired Qualifications*

• Bachelor's degree in business administration, accounting or another significantly related field.
• Experience with complex research purchases, including purchases over $10,000 and orders requiring special institutional approvals.
• Experience using the University's Emburse, M-Marketsite, and eProcurement systems.
• 3 or more years of experience completing purchasing related work.
• Considerable knowledge of university travel, procurement, and reimbursement policies and procedures.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Work Locations

Due to the nature of the work related to this position, we are seeking an enthusiastic and dedicated Purchasing Clerk to join our Administrative Team at our Ann Arbor Medical School office suite at least four days per week.

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.